How we protect and use advisor information.

Identity, contact, and professional information

We may collect legal name, preferred name, business name, email address, telephone number, mailing address, professional role, employer or organization, biography, profile image, and account credentials.

Licensing and eligibility information

We collect resident or home state, resident license number and expiration date, nonresident states, nonresident license numbers and expiration dates, appointment or qualification information, certification status, good-standing status, E&O insurance information, compliance status, and related attestations or evidence.

Enrollment, certification, and course information

We may collect enrollment selections, accepted prices and discounts, payment status, course access and progress, module-opened status, examination results, completion records, designation status, renewal dates, policy acceptances, and first-login agreement records.

Account and platform activity

We collect authentication and security logs, IP address, device and browser information, timestamps, page or feature activity, account changes, administrator actions, support communications, policy versions, electronic acceptances, and audit history.

Consumer matching and lead information

We collect advisor states and availability, assignment and round-robin history, acceptance or decline, response deadlines, contact attempts, status updates, reassignment requests, administrator decisions, consumer complaints, conversion status, and related notes.

Client and fee-planning information

Where permitted, we collect client state, designated payer, covered individuals, engagement notes, service scope, disclosure and signature evidence, advisor license snapshot, invoice amount, invoice date, next eligible planning date, payment status, refund or chargeback status, and compliance acknowledgements.

Payments, payouts, and tax information

We may collect billing address, transaction identifiers, payment tokens, captured amounts, refunds, chargebacks, remittances, CHCA service fees, affiliate attribution, payout statuses, payout instructions, legal name, taxpayer identification information, W-9 information, and tax-reporting records.

CHCA does not store complete payment-card numbers when CardPointe or another authorized processor handles them.

Events and communications

We collect advisor-event RSVP, attendance, professional details, communications, accessibility requests, and consent choices. If an event is photographed or recorded, the registration or venue provides notice.

CHCA may use advisor information to:

• Review eligibility and create, secure, and administer accounts;
• Process enrollment, payments, discounts, renewals, cancellations, and refunds;
• Administer coursework, examinations, certification, designation, and good standing;
• Maintain resident and nonresident license records and enforce state eligibility;
• Record and audit license, agreement, policy, and transaction attestations;
• Route consumer matches and administer acceptance, contact, reassignment, and reporting workflows;
• Generate client disclosures, planning invoices, payment records, remittances, and compliance logs;
• Calculate, approve, pay, void, reverse, report, and audit affiliate compensation;
• Manage books, county licenses, platform features, events, and support;
• Communicate transactional, security, policy, compliance, and service information;
• Detect fraud, duplicate records, code manipulation, unauthorized access, or other misuse;
• Investigate complaints, licensing issues, payment disputes, and policy violations;
• Enforce agreements, collect amounts owed, and protect CHCA, consumers, advisors, and systems; and
• Comply with legal, regulatory, tax, accounting, insurance, Medicare, privacy, security, and record-preservation requirements.

Each license addition or change requires an affirmative electronic attestation. CHCA records the statement and version, advisor account, affected license record, timestamp, and IP or comparable device evidence.

CHCA may compare information with regulator, carrier, vendor, or public records and may request supporting evidence. Platform acceptance of an entry is not a regulatory determination that the license is legally sufficient.

Expired or otherwise inactive licenses automatically affect matching and fee-planning eligibility in the relevant state.

Advisors receive consumer personally identifying information only after accepting an eligible match. Match information may be used only to respond to and serve the referred consumer, maintain required records, and comply with law.

Before acceptance, the advisor receives only limited routing information such as state, help category, meeting preference, and response deadline.

Client information may be used only for the documented engagement, required disclosure, payment, support, compliance, and recordkeeping. Advisors may not export, sell, repurpose, or share consumer or client information for unrelated marketing or another unauthorized purpose.

CHCA does not sell or rent personal information.

We may disclose advisor information to:

• Service providers: hosting, email, authentication, security, analytics, support, document generation, storage, communications, accounting, and administration;
• CardPointe and financial providers: payment processing, transaction support, refunds, chargebacks, remittances, fraud prevention, and reconciliation;
• WebCE and education providers: coursework, examinations, completion, certification, and related support;
• Consumers and clients: approved advisor profile, certification and good-standing information, and the license state and number shown in a required disclosure;
• Licensing, insurance, Medicare, or regulatory participants: when needed to verify eligibility, comply with law, investigate a complaint, or make a permitted report;
• Tax and professional providers: tax reporting, accounting, legal advice, audits, insurance, and compliance;
• Business transaction participants: a merger, financing, acquisition, reorganization, bankruptcy, or sale of relevant assets, subject to applicable safeguards; and
• Others: at the advisor's direction or when required or permitted by law.

CardPointe processes applicable payment-card information under its own terms and privacy policy. CHCA receives tokens and transaction details needed for authorized operations.

WebCE may administer CHCA-designated coursework or examinations. Information needed to deliver and document those services may be exchanged with WebCE under its terms and privacy policy.

Third-party services may have separate practices and availability. CHCA selects and manages providers but cannot guarantee the security or performance of every independent system.

For affiliate administration, CHCA records code assignment, attributed enrollment, standard price, discount, captured amount, hold period, refund or chargeback status, payout status, administrator action, payment reference, tax information, reversals, and offsets.

An affiliate sees only the information reasonably necessary to understand attribution and payout. Affiliates may not access or use enrollee data for an unrelated purpose.

Public consumer matching, contact, and event forms are not intended for Protected Health Information ("PHI").

An advisor must not enter PHI into a CHCA system unless CHCA has enabled the applicable feature and a Business Associate Agreement ("BAA") covering that activity has been executed. When CHCA creates, receives, maintains, or transmits PHI on behalf of an advisor in a regulated capacity, the BAA governs permitted uses, safeguards, incident reporting, subcontractors, access, amendment, accounting, return, destruction, and other HIPAA duties.

If this policy conflicts with an executed BAA regarding PHI, the BAA controls. HIPAA applies only when the legal definitions and regulated relationship are met; this policy does not represent that every advisor, client record, or CHCA activity is subject to HIPAA.

CHCA uses cookies and similar technologies necessary for authentication, security, sessions, preferences, and platform operation. We may use analytics to understand performance, adoption, feature use, errors, and workflow completion.

CHCA does not sell data collected through cookies. Advertising or retargeting technologies, if introduced, must be disclosed and accompanied by any choice required by applicable law.

Blocking necessary cookies may prevent login or platform features from functioning.

CHCA uses administrative, technical, and physical safeguards designed to protect information. Measures may include role-based access, multifactor authentication, encrypted transport, tokenized payments, logging, monitoring, backups, vendor controls, secure development, and incident response.

Advisors are responsible for securing credentials, devices, networks, staff access, exports, and local copies. Report suspected compromise, unauthorized disclosure, or security incident immediately.

No system can be guaranteed completely secure. CHCA may suspend access to protect information or investigate risk.

CHCA retains advisor account, agreement, policy, license, certification, matching, client, disclosure, invoice, payment, remittance, affiliate, tax, compliance, and audit records for seven years after the later applicable termination, match closure, engagement, transaction, payout, refund, dispute, or record event.

Records may be retained longer when required by law, regulation, litigation hold, tax rule, payment-processor rule, insurance requirement, security investigation, or an executed BAA.

Historical versions, acceptances, transactions, and audit events remain immutable for the applicable period. Termination of an account or a shorter data-export window does not shorten required retention.

PHI is returned, retained, or destroyed under the applicable BAA and law. Compliance metadata that does not contain PHI may remain for seven years.

After the applicable period, CHCA may securely delete, de-identify, or aggregate information. Backups may persist until securely overwritten.

Depending on location and applicable law, an advisor may request access, correction, deletion, or a copy of personal information; object to or restrict certain processing; withdraw consent; opt out of marketing; or appeal a request decision.

Some information cannot be deleted while needed for contracts, licensing, certification, payments, taxes, fraud prevention, client protection, legal claims, security, regulatory duties, or seven-year audit retention.

Submit requests to support@certifiedhealthcareadvisor.com. CHCA may verify identity and authority. We aim to acknowledge requests within five business days and respond within 45 calendar days, subject to permitted extensions, exceptions, and applicable law.

CHCA may send transactional notices concerning enrollment, account access, certification, renewal, licensing, matching, clients, payments, security, policy changes, compliance, events, and support.

Promotional marketing requires separate optional consent where required. Marketing consent may be withdrawn without ending necessary transactional communications.

SMS messages require separate explicit consent and are not a condition of enrollment or platform access unless the message is requested as part of a specific optional feature.

CHCA uses advisor-event information to manage free-event capacity, attendance, communications, and follow-up.

If an event may be photographed or recorded, CHCA provides notice during registration or at the venue. Separate permission is required before CHCA uses an identifiable close-up image, name, or testimonial where stated in the registration terms.

Accessibility-accommodation information is limited to personnel or providers who need it and is retained only as long as reasonably necessary.

Advisor services are intended for adults age 18 or older and authorized representatives of professional businesses. CHCA does not knowingly create advisor accounts for children.

The account owner is responsible for ensuring that every authorized user is permitted to access the account and follows applicable agreements and privacy requirements.

CHCA may update this policy prospectively. Material changes will be posted with a new version and effective date and communicated to affected account holders at least 30 days before taking effect when appropriate.

A material change affecting account or platform data may require affirmative electronic reacceptance. Historical records remain linked to the version accepted or in effect when the record was created.

Send privacy questions or requests to:

Certified Healthcare Advisors, LLCCertified Health Care Advisor™6190 Powers Ferry Road NW, Suite 505Atlanta, GA 30339support@certifiedhealthcareadvisor.com(877) 418-2422